MNIT_RFP_FINAL.docx

State of Minnesota Department of Information Technology Services in partnership with the Department of Corrections

REQUEST FOR PROPOSALS

INVITATION TO NEGOTIATE

Incarcerated Person Communication Services (IPCS) SWIFT Event No. 2000018655 Date Posted: September 1, 2026

· Responses must be received not later than 2:00 pm, Central Time, October 13, 2026

· Late responses will not be considered

· As of July 1, 2025, certain terms are unenforceable in state contracts. See Session Laws, 2025 Regular Session, Chapter 39, Article 2, Sec. 45.

Minnesota’s Commitment to Diversity and Inclusion The State of Minnesota is committed to diversity and inclusion in its public procurement process. The goal is to ensure that those providing goods and services to the State are representative of our Minnesota communities and include businesses owned by minorities, women, veterans, and those with substantial physical disabilities. Creating broader opportunities for historically under-represented groups provides for additional options and greater competition in the marketplace, creates stronger relationships and engagement within our communities, and fosters economic development and equality.

To further this commitment, the Department of Administration operates a program for Minnesota-based small businesses owned by minorities, women, veterans, and those with substantial physical disabilities. For additional information on this program, or to determine eligibility, please call 651.201.2402 or go to the Office of Equity in Procurement home page, at https://mn.gov/admin/business/vendor-info/oep/.

SPECIAL NOTICE: This is a request for proposal. It does not obligate the State of Minnesota to award a contract or complete the proposed program, and the State reserves the right to cancel this solicitation if it is considered in its best interest.

This Solicitation requires proposals to be submitted through the SWIFT Supplier Portal. Please note the security changes below that may impact responders from submitting a timely response.

SWIFT SUPPLIER PORTAL SECURITY CHANGES

There are new security measures that the Minnesota Management and Budget implemented on October 16, 2022. It is a new multi-factor authentication (MFA) to enhance the security of the State of Minnesota Supplier Portal. MFA is an authentication method that requires bidders and suppliers provide two verification factors to log into the SWIFT Supplier Portal. The goal of MFA is to create a layered defense that makes it more difficult for unauthorized system access to occur.

For information about these changes, please refer to the SWIFT Supplier Portal Multi-Factor Authentication FAQ document.

If you have not done so already, please make sure to log into the SWIFT Supplier Portal as soon as possible to get this authentication set up early so there are no issues when submitting a response to an RFP.

You are strongly encouraged to set your MFA during business hours of 8:00 A.M. to 4:00 P.M., Central Time, Monday through Friday. You may experience delay setting your MFA after hours.

TABLE OF CONTENTS

Solicitation Content

Solicitation Appendices

1. Appendix A: Responder Declarations

2. Appendix B: Exceptions to State's Standard Terms and Conditions

3. Appendix C: Cost Proposal

4. Appendix D: Responder Forms

5. Appendix E: Scope of Work Overview

6. Appendix F: Responsibility Matrix (RACI)

7. Appendix G: Functional Requirements and Specifications Matrix

8. Appendix H: Accessibility

9. Appendix I: Definitions

10. Appendix J: Security Questionnaire

11. Appendix K: DOC Site Visit Application

12. Appendix L: Prevailing Wage County Rate Information

Sample Contract

· Exhibit A: Contract Terms

· Exhibit B: Insurance Requirements

· Exhibit C: Specifications, Duties, and Scope of Work

· Exhibit D: Pricing

SECTION 1 – INSTRUCTIONS TO RESPONDERS

Invitation to Negotiate

Steps for Completing Your Response This solicitation is an Invitation to Negotiate (ITN). An ITN begins with an evaluation of proposals and results in an invitation to the highest-scoring Responders to negotiate proposals with the State. See additional detail in SECTION 5 – EVALUATION PROCEDURE AND CRITERIA.

Follow the steps below to complete your response to this Solicitation:

Step 1: Read the solicitation documents and ask questions, if any Step 2: Write your response Step 3: Submit your response

STEP 1 – READ THE SOLICITATION DOCUMENT & ASK QUESTIONS, IF ANY

How to Ask Questions

The contact person for questions is:

Haylie Heil, Contracts Attorney Minnesota Department of Information Technology Services Haylie.Heil@state.mn.us Questions should be emailed to the contact by October 1, 2026 Other personnel are not authorized to answer questions regarding this Solicitation.

STEP 2 – WRITE YOUR RESPONSE

The Response Content section is in this link to Section 4. Prepare a written response and supply all requested content. Responses should address the requested information and documents detailed in Section 4. DO NOT INCLUDE Non-Public/Trade Secret data (as defined in this link to Minn. Stat. § 13.37).

Review, sign, and include the Responder Declarations with your response.

STEP 3 –SUBMIT YOUR RESPONSE

Where to Send Your Response

All responses to this solicitation (termed an “Event” within SWIFT) must be submitted through SWIFT using the Supplier portal (https://mn.gov/supplier). Training and documentation on how to submit your response is available through the Supplier portal link above. Fax, e-mail, and printed responses will not be accepted or considered. All costs incurred in responding to this solicitation will be borne by the responder.

Late responses will not be considered. Responses received after End Date above will not be considered, even if errors or delays were caused by issues outside of responders’ control. If you need assistance please contact the SWIFT Vendor Assistance Helpline at 651-201-8100, Option 1, and then Option 1.

By submitting a response, your company is making a binding legal offer for the period of time set forth below in Section 6, Conditions of Offer.

SECTION 2 – SUMMARY OF SCOPE

Procurement Overview and Goals.

The Department of Information Technology Services (MNIT), partnering with the Minnesota Department of Corrections (DOC), referred to jointly as the State, is issuing this Request for Proposals (RFP) to solicit proposals for a secure, modern, and operationally sound electronic services and communications platform for incarcerated persons across all Minnesota DOC facilities. This contract is intended to be for the DOC only. Services for Minnesota Direct Care and Treatment (DCT), formerly a part of DHS, are outside the scope of this RFP. The resulting platform will be correctional grade and will support lawful communications and constructive digital access while preserving security, accountability, staff oversight and access, and continuity of operations.

This RFP should be read as an integrated procurement package rather than as a collection of isolated products or modules. Requirements related to infrastructure, devices, fixed endpoints, messaging, voice, video visitation, accessibility, monitoring, data access, integration, and transition are interdependent and should be addressed as a coordinated solution.

DOC operates a statewide correctional environment in which communications services support daily operations, legal access, family connection, reentry preparation, and institutional safety. This procurement is intended to modernize those services through a secure, coordinated platform that can operate consistently across all Minnesota DOC facilities and custody settings.

DOC serves an average incarcerated population of approximately 8,000 individuals across 11 facilities. For planning and proposal purposes, DOC's current operating assumptions include an estimated need for approximately 4,000 wireless access points (including relocation of approximately 250 existing wireless access points) to achieve a voice-grade implementation, approximately 900 existing or anticipated fixed voice-access points, and approximately 127 accessibility-supportive communication points associated with Telecommunications Relay Service and Video Relay Service (TRS, VRS) or comparable accommodation workflows. Below are the current Access Point counts for each DOC facility:

Statewide Facility Scope. This procurement covers all 11 Minnesota DOC facilities:

· Minnesota Correctional Facility— Faribault

· Minnesota Correctional Facility— Lino Lakes

· Minnesota Correctional Facility— Moose Lake

· Minnesota Correctional Facility— Oak Park Heights

· Minnesota Correctional Facility— Red Wing

· Minnesota Correctional Facility— Rush City

· Minnesota Correctional Facility— Shakopee

· Minnesota Correctional Facility— St. Cloud

· Minnesota Correctional Facility— Stillwater

· Minnesota Correctional Facility— Togo

· Minnesota Correctional Facility— Willow River

Minnesota Correctional Facility — Togo and Minnesota Correctional Facility — Willow River include the Challenge Incarceration Program (CIP). Responders should account for CIP program schedules and operational requirements in their deployment and service delivery plans.

These facilities span minimum, medium, close, and maximum-security operations. Responders should size the solution as a statewide, multi-facility correctional deployment rather than as a single-site communications project.

1.2 Procurement Goals

The purpose of this procurement is to replace fragmented and legacy communications arrangements with a coordinated platform that allows DOC to manage infrastructure, standardize service delivery, improve user access, and preserve flexibility for future technology changes. Key objectives:

1. Establish a DOC-controlled communications program environment capable of supporting long-term service delivery.

1. Deploy a secure and scalable correctional-grade platform across DOC facilities.

· Provide each incarcerated person with a secure and accessible device that has been assigned to them, while also deploying required shared and fixed communication access points.

· Provide voice calling at no charge to incarcerated persons and call recipients as required by applicable Minnesota law, including Minn. Stat. § 241.252 and any successor statute or rule.

· Allow optional paid services only where legally permissible and specifically approved by DOC.

· Preserve DOC flexibility to add, remove, replace, phase, or separately negotiate non-communication services over time without undermining infrastructure control, administrative authority, or transition flexibility.

· Provide strong administrative, investigative, operational, and accessibility capabilities across the platform.

· Support voice communications, messaging, video visitation, approved digital services, accessibility accommodations, and required administrative and investigative functions.

· Selected Responder will convey ownership to DOC upon installation of vendor-furnished cabling and pathway infrastructure

· Support assigned devices and shared or fixed communication access points within one coordinated administrative and security framework.

· Preserve strong DOC and MNIT control over configuration, access, operational controls, records, and transition rights.

· Meet all applicable legal requirements governing correctional communications, accessibility, privacy, monitoring, and records access.

· Support a commercially workable structure in which optional paid services, if approved, do not undermine DOC control or legal compliance.

2. Sample Tasks and Deliverables.

See Appendix E: Scope of Work Overview and Appendix G: Functional Requirements and Specifications Matrix for a detailed overview of the project’s tasks, deliverables, and requirements. Appendices E and G are intended to be reviewed in conjunction, as each provides information that complements the other and together they present the complete set of project expectations.

2.1 Procurement Timeline

This section provides a schedule of important solicitation and resulting contract dates. The State reserves the right to modify this RFP at any time if it is in its best interest to do so. Notice of any revisions to the RFP will be posted in the SWIFT Supplier Portal via an RFP Addendum.

from 10:00 am – 12:00 pm CDT

2.2 Implementation Timeline and Phasing Framework

DOC’s top implementation priority is to provide digital devices meeting required specifications detailed in Appendix E to incarcerated individuals as quickly as operational safety and technical feasibility allow.

Phase A — Voice Cutover – Target: December 1, 2027 Phase A covers voice and phone system cutover across all 11 DOC facilities. It is expected that required phone access will not lapse at any facility during transition from the incumbent system. Phase A activities include infrastructure installation, wall-mounted phone deployment (approximately 900 units), TRS/VRS accessibility station deployment (approximately 127 units), voice system configuration and cutover, wireless assessment to design the in-cell voice grade coverage measured at -65 dBm RSSI (Received Signal Strength Indicator) or stronger, and staff training on voice system administration. Responders should describe their plan for completing a full, uninterrupted voice cutover across all 11 facilities within this timeframe.

Phase B — Portable Device Deployment Target: November 1, 2028 (Concurrent with or Following Voice Cutover) Portable Device deployment begins concurrently with or immediately following voice cutover and continues through full statewide completion, in coordination with MNIT. Once infrastructure is installed, tested, and commissioned at a facility, the Selected Responder will proceed to device distribution, incarcerated person enrollment, platform activation, and staff training, and that facility goes live. Facilities do not wait for one another.

2.3 Current Planning Assumptions

· MNIT will furnish and manage the wireless access points and switching hardware used for this program.

· Selected Responder will perform the deployment work required to support installation of MNIT-furnished access points and related infrastructure.

· Installed cabling, conduit, pathways, network racks and comparable installed infrastructure become DOC property immediately upon State acceptance following installation.

· Each incarcerated person is expected to receive an assigned device.

· Shared kiosks, wall-mounted phones, accessibility stations, and other approved fixed communication points remain required components of the solution.

· Video visitation will support both personal-device participation and kiosk-based or fixed-station participation, as directed by DOC.

· DOC's average incarcerated population is approximately 8,000 and is provided as baseline system context only.

· Optional paid services may be proposed only to the extent legally permissible and specifically approved by DOC.

2.4 Statutory Rules and Restrictions

Minn. Stat. § 241.252 requires state facilities to provide voice communications at no charge to incarcerated persons and call recipients and prohibits the State from receiving revenue or commissions from voice or other communication services under contracts entered after January 1, 2023. This zero-cost calling requirement applies across all endpoint types used to deliver voice communication services under this program, including assigned portable devices, shared kiosks, and wall-mounted phones. No vendor pricing structure, bundling arrangement, indirect mechanism, or endpoint-based distinction may be used to circumvent this requirement. DOC Legal must confirm the classification of each proposed service before any financial arrangement is finalized.

In addition to the requirements of Minn. Stat. § 241.252, this procurement and any resulting Program Agreement are governed by the Martha Wright-Reed Just and Reasonable Communications Act of 2022 (47 U.S.C. § 262) and the Federal Communications Commission’s implementing rules codified at 47 C.F.R. Part 64, Subpart MM. Responders should demonstrate compliance with all applicable FCC rate caps governing interstate and intrastate calls originating from correctional facilities, including interim and final caps established under FCC 23-111 and any successor orders. No proposed rate, fee, surcharge, or ancillary charge may exceed the applicable FCC cap for the relevant call or service type. Responders should certify in their proposal response that their proposed pricing structure complies with the Martha Wright-Reed Act and all current FCC implementing rules, and should identify in writing any service category for which a waiver, exemption, or pending regulatory clarification applies. DOC reserves the right to require pricing modification at any time during the contract term if FCC rules change or if DOC Legal determines that any proposed charge is inconsistent with applicable state or federal requirements.

2.5 Cost Responsibility and No Guarantee of Revenue

The Selected Responder will be responsible for financing all costs necessary for the completion of tasks outlined in Appendix E unless stated otherwise. The Selected Responder may recuperate costs of completing the tasks outlined in Appendix E by assessing fees for the services provided to the incarcerated persons as outlined in Appendix C over the term of the contract. The State makes no representation or warranty regarding the volume of fees that may be collected or generated under the resulting contract. The Selected Contractor will assume all risks associated with a fluctuation in users and the respective fee revenue.

SECTION 3 – PROPOSAL INSTRUCTIONS AND ADDITIONAL INFORMATION

1. Anticipated Contract Term.

The State anticipates a base program term of five (5) years from the date of program execution, with up to two (2) optional renewal periods of three (3) years and two (2) years respectively, for a maximum possible duration of ten (10) years. The exercise of each renewal option shall be at the sole discretion of the State.

Question and Answer Instructions.

All questions should be submitted no later than the date and time listed in Section 1, Instructions to Responders. The State is not obligated to answer questions submitted after the question due date and time.

Only personnel listed above are authorized to discuss this solicitation with responders. Contact regarding this solicitation with any personnel not listed above could result in disqualification. This provision is not intended to prevent responders from seeking guidance from state procurement assistance programs regarding general procurement questions.

If a Responder discovers any significant ambiguity, error, conflict, discrepancy, omission, or other deficiency in the solicitation, please immediately notify the contact person detailed above in writing of such error and request modification or clarification of the document.

Responses to Responders’ questions will be posted collectively. Only written answers posted via Addendum to the SWIFT event constitute official State responses and will be considered binding. Responders are responsible for monitoring the SWIFT Event for responses and any subsequent addenda.

Site Visit Responders are invited to attend a site visit at the Minnesota Correctional Facility Lino Lakes located at 7525 4th Avenue Lino Lakes, MN, 55014. The site visit will take place on September 21, 2026 from 10:00 am – 12:00 pm CDT. Responders that wish to send company representatives to the site visit must complete Appendix K: DOC Site Visit Application and return the completed form to:

Please include the following email header: “SWIFT Event No. 2000018655 - LINO LAKES SITE VISIT – [vendor company name].” All forms need to be received by September 14, 2026 at 12:00 pm CDT. Responders that fail to submit the required form by the due date and time will not be permitted to attend the site visit.

Failure to attend the site visit does not impact your eligibility to submit a proposal in response to this RFP. If you have any questions concerning the site visit, please contact Janeen Oien.

Additional Tasks or Activities.

Responders are encouraged to propose additional tasks, activities, or goods above and beyond the scope of what is requested in this solicitation if they will substantially improve the results of this procurement. Any costs associated with these additional tasks, activities, or goods should be clearly marked and separated from costs associated with the tasks, activities, or goods specifically requested under this solicitation. Because cost is a factor in the evaluation of responses to this solicitation, failure to separate costs for additional tasks, activities, or goods may result in those costs being included in a responder's cost proposal and result in a lower cost score for that proposal.

State Partner MNIT is engaging with an external partner, GTEL Advisors, LLC., in its work with the Department of Corrections on the IPCS effort. GTEL Advisors, LLC is not eligible to respond to this RFP.

SECTION 4 – PROPOSAL CONTENT

Proposals should be framed as correctional-grade solutions. Proposals should reflect the operational realities of monitored communications, controlled identities, content governance, assistive access, legal and protected workflows, institutional scheduling controls, investigative review, and statewide deployment inside secure correctional facilities.

Please submit the following information:

Cover Letter, Executive Summary and Required Certifications. Responders should submit a signed cover letter from an authorized representative that includes the following:

Responder’s legal name and, if applicable, the legal names of any affiliates or subcontractors proposed to perform material portions of the work including SWIFT vendor numbers;

Responder should provide a concise statement of the objectives, goals, and tasks of this solicitation to demonstrate the Responder's view and understanding of the nature of the contract, the proposed solution, the Responder's understanding of the DOC operating environment, and the overall fit of the proposed approach, and what makes the Responder uniquely suited for this work.

A statement that the proposal will remain valid for at least 180 days, or until contract execution, whichever is later.

Technical and Operational Proposal. Responder should provide the following:

Technical Narrative: Provide a technical narrative of how Responder intends to complete the work outlined in Appendix E: Scope of Work Overview in the order presented. Responders should size the solution as a statewide, multi-facility correctional deployment rather than as a single-site communications project. Responders should demonstrate an understanding in their proposal that deployment is a controlled construction and technical integration project inside secure institutions. The work plan should be consistent with the project timeline identified in Section 2 of this Solicitation. This document should NOT list cost detail. If cost detail is included in this document, the State may disqualify the proposal as non-responsive.

Subcontractors: Identify each subcontractor by legal name, describe the specific role, and explain how the prime vendor will manage subcontractor performance and accountability.

Implementation Plans:

Implementation plan — Phase A voice cutover (target: December 1, 2027): Provide a detailed plan for full, uninterrupted voice cutover across all 11 facilities. Include facility sequencing, infrastructure installation approach, wall-mounted phone deployment (~900 units), TRS/VRS station deployment (~127 units), and staff training plan.

Implementation plan — Phase B tablet deployment (target: Nov 1, 2028): Plan for statewide tablet device distribution. Include proposed facility sequencing, deployment staffing, device enrollment workflow, and key risk and contingency assumptions for deployment inside secure correctional environments.

Implementation Plan Requirements:

Demonstrate an understanding that implementation will occur inside correctional institutions with movement restrictions, escort requirements, tool controls, security screening, and changing operational constraints. Responder should confirm that required phone access shall not lapse during transition, cutover, replacement, maintenance, or outage response.

Responder should ensure the implementation plans detailed above address the following requirements:

Project governance structure and escalation path;

Statewide installation and build-out approach for kiosks, fixed endpoints, and related infrastructure;

Facility sequencing and deployment schedule, including phased facility-by-facility rollout;

Site survey and design validation process;

Cabling and conduit installation workflow;

Access-point mounting workflow and MNIT coordination handoff;

Device enrollment, assignment, and distribution process;

Cutover planning, continuity measures, and no-lapse phone-access transition approach;

Testing, acceptance, defect-remediation, and accessibility-validation process;

Training plan for DOC administrators, facility users, investigators, and technical staff;

Go-live support and steady-state support model; and DOC shall establish acceptance criteria that must be satisfied before each facility goes live. Go-live approval rests solely with DOC. Defects shall be classified as Critical (blocks go-live), Major (must be resolved within 30 days of go-live), or Minor (tracked and resolved within 90 days). No facility shall go live with any unresolved Critical defect.

Infrastructure Deployment and Ownership:

Define minimum connectivity requirements per facility, including bandwidth, latency, and redundancy needs.

Responders should describe their proposed facility sequencing, deployment staffing and capacity, and key risk and contingency assumptions for working in secure correctional environments.

System Architecture and Hosting Environment: Responders should describe how identity, device assignment, endpoint management, call control, messaging, content delivery, video visitation, monitoring, reporting, and administrative access work together across the solution. Responders should describe system architecture in enough detail for DOC and MNIT to understand platform interdependencies, hosted components, endpoint communication flows, authentication flows, integration touchpoints, redundancy, operational dependencies, and limitations. Responders should separately describe each hosted component, its geographic location, and its role in the overall architecture. The State is seeking detailed responses for evaluation beyond general marketing materials.

Electronic Device Platform Requirements:

Responder should identify the brand, model, and operating system of each device proposed.

If biometric authentication is proposed, the Responder should demonstrate that the solution has been tested for equitable performance across diverse demographic groups, including persons with darker skin tones, and Responders should disclose any known error rates or demographic disparities.

Responder should explain the authentication method proposed, including how it functions for routine use, reassignment, recovery, and exception scenarios such as transfer, suspension, restriction, reassignment, or release.

Responders should describe replacement timelines and the intake-to-return workflow for damaged devices. Responders should also describe what protections will be incorporated into any replacement or successor product, including transitions at no additional cost to DOC for regulatory-mandated changes.

Financial Services and Account Access Functions: Responders should explain how the platform is intended to integrate with the current Cashless Commissary and Trust Fund Accounting System (CACTAS), what functions would be available to incarcerated persons, what functions remain administrative only, and how the platform would adapt if DOC changes trust-account systems.

Site Survey and Design Validation Approach: Describe the process for conducting site surveys, validating designs, and confirming installation readiness at each facility prior to deployment.

Appendix F: Complete Appendix F: Responsibility Matrix (RACI).

Appendix G: Complete Appendix G: Functional Requirements and Specifications Matrix attached to this RFP.

Security and Data Protection.

Data Security: Describe any safeguards you have in place to secure sensitive information, non-public, or private data.

Responders should describe their data retention architecture, default retention periods, and the format and structure of historical usage data that would be made available to DOC for operational planning and contract administration purposes.

Appendix J: Complete Appendix J: Security Questionnaire Qualifications and Experience. Provide a narrative response detailing the following:

Responder’s organizational profile, size, structure, history, correctional or comparable secure-environment experience, and what makes Responder uniquely qualified to successfully complete the work outlined in this solicitation. Provide an overview of Responder’s Company background, years in operation, structure, correctional/secure-environment client experience, scale of existing deployments, and staffing capacity for all 11 facilities.

Scale of existing or prior client deployments, including user counts and facility counts Experience with assigned device programs and shared kiosk or fixed-station programs Experience with monitored voice, messaging, and video services Experience with relay services, accessibility accommodations, and related compliance support Experience with large multi-site deployments, integrations, and transition support Description of staffing capacity sufficient to deploy and support all 11 facilities Resumes or other information about project personnel should not, if possible, contain personal telephone numbers, home addresses, or home email addresses. If it is necessary to include personal contact information, please clearly indicate in the response that personal contact information is being provided.

Accessibility of Services or Products.

The Responder should provide, in an accessible format, a completed VPAT® 2.5 Rev INT (April 24, 2025) which has been prepared or validated by an external accessibility testing organization, for all software, hardware, and websites (as applicable) as proposed in response to the solicitation. Responders can use the VPAT form from the ITIC VPAT site. Responders should complete the Section 508 and WCAG 2.1A and AA sections. The EN 301 549 section can be left blank or deleted. For systems with multiple interfaces (such as an admin and user interface), report on each interface whether in the same or separate VPATs. These documents will be scored according to the solicitation evaluation. If the Responder has not had a third party accessibility organization complete or validate its completed VPAT, it should submit a certification or attestation from an independent third-party confirming accessibility testing and level of compliance; or a summary report of findings from third-party testing, including identified issues, severity ratings, and remediation status in addition to the Responder-completed VPAT.

Responders are encouraged to reference the “Vendor VPAT Guidance” in the “Products” tab on the Accessible IT Procurement page (http://mn.gov/mnit/programs/accessibility/it-procurement.jsp) for information and instructions on completing the VPATs. Respondents should also review the related guidance documents on the same site for solicitation reviewers to understand expectations. The responder is strongly encouraged to provide remarks and explanation that both support compliance and detail any deficiencies, as even if you claim “supports” unless there are remarks and explanations, you may score low.

All accessibility documentation should be dated within the past 12–24 months, reflect the version of the product or service being proposed, and include sufficient detail to allow independent verification of testing scope and methodology.

The State of Minnesota expects all digital information technology to conform to the State of Minnesota Digital Accessibility Standard. Please provide responses to the questions below, Responses should detail your organization’s ability to ensure the State fulfills its accessibility responsibilities as outlined in the standard.

Describe how you ensure your staff and contractors have the knowledge and skills to create accessible digital technology within the scope of the project or services requested within this RFP.

Describe your approach to ensuring accessibility for your solution (e.g., strategy, tools, design, testing, ongoing validation).

Responder should demonstrate an understanding in their proposal of accessibility’s core nature to this procurement, including how it applies across the full platform, including assigned devices, shared kiosks, fixed stations, wall-mounted phones, messaging, video visitation, administrative workflows, and support materials.

All platform components accessible to incarcerated persons, external users, or DOC staff will be expected to conform to the Web Content Accessibility Guidelines (WCAG) 2.1 Level AA and Section 508 of the Rehabilitation Act (29 U.S.C. § 794d) and its implementing standards (36 CFR Part 1194). Responders should identify any component for which full conformance is not currently achievable, shall state the specific criteria not met, and should provide a remediation timeline not to exceed 180 days after contract execution. This requirement will be applicable to all vendor-provided and third-party applications offered through or integrated with the platform. Responders should disclose any third-party application for which full accessibility conformance cannot be confirmed and provide a remediation or alternative access plan.

Appendix H: Complete and submit Appendix H, “Accessibility,” attached to this solicitation.

Cost Detail.

Appendix C: Complete and submit Appendix C, “Cost Proposal,” attached to this solicitation. Responders should separately identify communication services, content services, digital-mail processing functions, device-related charges, and financial or commerce services. Responder should not combine restricted and unrestricted services into one price line if that combination would obscure legal review, pricing transparency, or DOC approval authority.

Responder should not reclassify, relabel, retitle, bundle, or otherwise restructure any charge or fee in a manner that changes its legal or commercial treatment without prior written State approval. The Selected Responder will not be permitted to implement new paid features or material pricing or bundling changes without prior written DOC approval following legal review, formalized through a written contract amendment.

Responders should acknowledge that pricing, service structure, and revenue treatment may need to be modified if Minnesota law, FCC rules, or other controlling legal requirements change.

Responders should demonstrate compliance with all applicable FCC rate caps governing interstate and intrastate calls originating from correctional facilities, including interim and final caps established under FCC 23-111 and any successor orders. No proposed rate, fee, surcharge, or ancillary charge may exceed the applicable FCC cap for the relevant call or service type.

Responders should certify in their cost proposal response that their proposed pricing structure complies with the Martha Wright-Reed Act and all current FCC implementing rules, and should identify in writing any service category for which a waiver, exemption, or pending regulatory clarification applies.

License Agreements, Maintenance Agreements, or Other Terms and Conditions.

The State may require Responder to provide any license agreements, maintenance agreements or any other terms and conditions relevant to the work under a resulting contract. Review and approval by the State will be required prior to contract execution. In the event Responder fails to comply with a request under this provision, Responder agrees that it will not seek to enforce terms and conditions of any such agreement against the State. Further, failure to provide any of the pertinent documents upon request may result in the State not agreeing to sign any additional documents, rejecting your response, or cancelling the award.

Submit all requested documentation, including, but not limited to, the following documents:

1. Appendix A: Responder Declarations

2. Appendix B: Exceptions to State's Standard Terms and Conditions

3. Appendix C: Cost Proposal

4. Appendix D: Responder Forms

5. Appendix E: Scope of Work Overview

6. Appendix F: Responsibility Matrix (RACI)

7. Appendix G: Functional Requirements and Specifications Matrix

8. Appendix H: Accessibility

9. Appendix I: Definitions

10. Appendix J: Security Questionnaire

11. Appendix K: DOC Site Visit Application

DO NOT INCLUDE Non-Public/Trade Secret data (as defined by Minn. Stat. § 13.37).

SECTION 5 – EVALUATION PROCEDURE AND CRITERIA

The State will conduct an evaluation of responses to this Solicitation. The evaluations will be conducted using a two-tier scoring methodology and Invitation to Negotiate as described below.

TIER 1

Phase 1 - Responsiveness and Pass/Fail Requirements. The purpose of this phase is to determine if each response complies with mandatory requirements. The State will first review each proposal for responsiveness to determine if the Responder satisfies all mandatory requirements. The State will evaluate these requirements on a pass/fail basis.

Mandatory Requirements. The following will be considered on a pass/fail basis:

· Responses must be received by the due date and time specified in this RFP.

Phase 2 - Evaluate Responses. Only responses found to have met Phase I criteria will be considered in Phase II.

In Tier 1, responses will be rated as follows:

The factors and weighting on which responses will be judged are:

Preferences points are described under Solicitation Terms and will be applied to the total score after points have been awarded. Each Responders’ total score in Tier 1 will consist of the technical score, cost score, and preference points, if applicable.

Phase 3: Shortlist. Each Responder will be ranked based on each Responder’s Tier 1 total score. The State will shortlist the highest scoring Responders by determining the natural break in Responders’ scores. Only the highest scoring Responders in Tier 1 will advance to Tier 2.

TIER 2

Phase 1 - Evaluate Responders. All Responders’ scores will be re-set to zero prior to beginning Tier 2.

In Tier 2, Responders will be rated as follows:

The factors and weighting on which responses will be judged are:

Preferences points are described under Solicitation Terms and will be applied to the total score after points have been awarded. Each Responders’ total score in Tier 2 will consist of the technical score, cost score, and preference points, if applicable.

Phase 2 - Shortlist. Each Responder will be ranked based on its Tier 2 total score. The State will shortlist the highest scoring Responder(s) by determining the natural break in Responders’ scores. Only the highest scoring Responder(s) in Tier 2 will be invited to the Invitation to Negotiate stage.

Invitation to Negotiate The State will invite the highest-scoring Responder(s) (“Finalist(s)”) to negotiate based on best value as determined by this evaluation process. The State will engage Finalist(s) in individual negotiations to determine which finalist provides the best value to the State.

The State and a Finalist may negotiate any aspect of a Finalist’s proposal. The State may terminate negotiations with a Finalist at any time if in its sole discretion the Finalist’s proposal does not provide best value to the State. At the conclusion of negotiations, if more than one Responder was advanced to ITN, the State will document its rationale and make an award to the Finalist whose negotiated proposal represents the best value to the State. The rationale will at a minimum consider cost, technical capabilities/quality, security, risk, timeframe, and accessibility. The State reserves the right to award to multiple Finalists if in the best interest of the State.

SECTION 6 – UNENFORCEABLE TERMS AND SOLICITATION TERMS

Unenforceable Terms As of July 1, 2025, certain terms are unenforceable in state contracts. See Session Laws, 2025 Regular Session, Chapter 39, Article 2, Section 45.

Unenforceable terms

(a) A contract entered into by the state shall not contain a term that:

(b) If a contract is entered into that contains a term prohibited in paragraph (a), that term shall be void and the contract is enforceable as if it did not contain that term.

Solicitation Terms

1. Competition in Responding The State desires open and fair competition. Questions from responders regarding any of the requirements of the Solicitation must be submitted in writing to the Solicitation Administrator listed in the Solicitation before the due date and time. If changes are made the State will issue an addendum.

Any evidence of collusion among responders in any form designed to defeat competitive responses will be reported to the Minnesota Attorney General for investigation and appropriate action.

Addenda to the Solicitation Changes to the Solicitation will be made by addendum with notification and posted in the same manner as the original Solicitation. Any addenda issued will become part of the Solicitation.

Content and Form of Solicitation By submitting a response to this solicitation, Responder consents to the form and content of this solicitation.

Data Security - Foreign Outsourcing of Work is Prohibited All storage and processing of information shall be performed within the borders of the United States. This provision also applies to work performed by subcontractors at all levels.

Joint Ventures The State allows joint ventures among groups of responders when responding to the solicitation. However, one responder must submit a response on behalf of all the others in the group. The responder that submits the response will be considered legally responsible for the response (and the contract, if awarded).

Withdrawing Response A responder may withdraw its response prior to the due date and time of the Solicitation. For solicitations in the SWIFT Supplier Portal, a responder may withdraw its response from the SWIFT Supplier Portal. For solicitations done any other way, a responder may withdraw its response by notifying the Solicitation Administrator in writing of the desire to withdraw.

After the due date and time of this Solicitation, a responder may withdraw a response only upon showing that an obvious error exists in the response. The showing and request for withdrawal must be made in writing to Solicitation Administrator within a reasonable time and prior to the State’s detrimental reliance on the response.

Rights Reserved The State reserves the right to:

· Reject any and all responses received;

· Waive or modify any informalities, irregularities, or inconsistencies in the responses received;

· Negotiate with the highest scoring Responder[s];

· Terminate negotiations and select the next response providing the best value for the State;

· Consider documented past performance resulting from a State contract may be considered in the evaluation process;

· Short list the highest scoring Responders;

· Require Responders to conduct presentations, demonstrations, or submit samples;

· Interview key personnel or references;

· Request a best and final offer from one or more Responders;

· The State reserves the right to request additional information ; and

· The State reserves the right to use estimated usage or scenarios for the purpose of conducting pricing evaluations. The State reserves the right to modify scenarios, and to request or add additional scenarios for the evaluation.

Samples and Demonstrations Upon request, Responders are to provide samples to the State at no charge. Except for those destroyed or mutilated in testing, the State will return samples if requested and at the Responder’s expense. All costs to conduct and associated with a demonstration will be the sole responsibility of the Responder.

Responses are Nonpublic during Evaluation Process All materials submitted in response to this Solicitation will become property of the State. During the evaluation process, all information concerning the responses submitted will remain private or nonpublic and will not be disclosed to anyone whose official duties do not require such knowledge. Responses are private or nonpublic data until the completion of the evaluation process as defined by Minn. Stat. § 13.591. The completion of the evaluation process is defined as the State having completed negotiating a contract with the selected responder. The State will notify all responders in writing of the evaluation results.

Trade Secret Information Responders must not submit as part of their response trade secret material, as defined by Minn. Stat. § 13.37.

In the event trade secret data are submitted, Responder must defend any action seeking release of data it believes to be trade secret, and indemnify and hold harmless the State, its agents and employees, from any judgments awarded against the State in favor of the party requesting the data, and any and all costs connected with that defense.

The State does not consider cost or prices to be trade secret material, as defined by Minn. Stat. § 13.37.

A responder may present and discuss trade secret information during an interview or demonstration with the State, if applicable.

Conditions of Offer Unless otherwise approved in writing by the State, Responder’s cost proposal and all terms offered in its response that pertain to the completion of professional and technical services and general services will remain firm for 180 days, until they are accepted or rejected by the State, or they are changed by further negotiations with the State prior to contract execution.

Award Any award that may result from this solicitation will be based upon the total accumulated points as established in the solicitation. The State reserves the right to award this solicitation to a single Responder, or to multiple Responders, whichever is in the best interest of the State, providing each Responder is in compliance with all terms and conditions of the solicitation. The State reserves the right to accept all or part of an offer, to reject all offers, to cancel the solicitation, or to re-issue the solicitation, whichever is in the best interest of the State.

Requirements Prior to Contract Execution Prior to contract execution, a responder receiving a contract award must comply with any submittal requests. A submittal request may include, but is not limited to, a Certificate of Insurance.

Targeted Group, Economically Disadvantaged Business, Veteran-Owned and Individual Preference Unless a greater preference is applicable and allowed by law, in accordance with Minn. Stat. § 16C.16, businesses that are eligible and certified by the State as targeted group (TG) businesses, economically disadvantaged (ED) businesses, and veteran-owned businesses will receive points equal to 12% percent of the total points available as preference.

For TG/ED/VO certification and eligibility information visit the Office of Equity in Procurement website at https://mn.gov/admin/business/vendor-info/oep/ or call the Division’s Helpline at 651.201.2402.

Reciprocity State shall comply with Minn. Stat. § 16C.06, subd. 7, as that applies to a non-resident vendor. This paragraph does not apply for any project in which federal funds are expended.

GovRAMP Security Requirements The State of Minnesota has partnered with GovRAMP to improve cloud security standards.